Research Portfolio Administrator

About the role

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership. You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. The Department of Neurobiology, founded as the first of its kind in 1966, is committed to convening and nurturing a diverse community of individuals dedicated to promoting excellence and leadership in neurobiology education, research, and service.

Responsibilities

• Managing the application process with researchers, subrecipient institutions, and other administrators to meet internal and external deadlines.
• Working with PIs to prepare and submit grant applications for basic research, ensuring that all sponsor guidelines are met.
• Advising researchers on funding opportunity requirements, as well as fiscal, administrative, and compliance policies and procedures.
• Preparation of project-specific budgets, including proper application of F&A costs.
• Entering proposals into Harvard’s system of record (GMAS) and sponsor portals (e.g., ASSIST, Grants.gov, eRA Commons, ProposalCentral) and routing to ORA for institutional review, authorization, and submission.
• Drafting timely responses to Just-In-Time requests, including revised budgets, current and pending support, and compliance approvals (e.g., IRB, IACUC) information.
• Daily monitoring of grants and contracts for PIs assigned to a department portfolio.
• Serves as principal source of information on complex fiscal policies and procedures including federal funding regulations and advises faculty and staff on existing options or alternatives.
• Post-award management with a high degree of complexity; manages portfolio which includes program projects, philanthropic gifts, various domestic and international sub agreements from both federal and non-federal funding sources, ensures compliance with federal and university cost principles.
• Understanding and applying award terms and conditions, regularly reviewing study progress, and generating accurate and timely invoices to sponsors.
• Monitoring sponsored award expenditures to ensure that expenses are properly charged and reimbursed, according to award terms and conditions and within budget limits and timelines.
• Managing oversight of subrecipients, including ongoing monitoring of spending and of special terms and conditions.
• Preparing financial projection reports to analyze spending patterns and rates.
• Notifying PIs about funding shortfalls and planning for contingencies.
• Reviewing and approving payments, including vendor invoices, individual reimbursements, and other accounts payables and receivables up to $25k.
• Submitting timely payroll / costing changes for faculty and staff.
• Maintaining accurate records of personnel effort and corresponding salary charges to sponsored awards and assisting faculty and staff with quarterly and annual effort certifications.
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